Executive Assistant

JOB DESCRIPTION:

As an Executive Assistant, your role is pivotal in ensuring the seamless operation of our Senior Leadership Team with their day-to-day responsibilities.  

Your key duties include: 

• Calendar Management: Efficiently organise and manage our Chief Risk and Compliance Officer’s and Chief Transformation Officer’s schedule, ensuring optimal use of time and prioritising meetings, appointments, and commitments. 

• Meeting Coordination: Plan, schedule, and coordinate internal and external meetings, including logistics, agenda preparation, and post-meeting follow-ups. Attend meetings when necessary, take notes and disseminate relevant information. 

• Communication Liaison: Act as a central point of contact between your director and internal/external stakeholders. Screen and manage incoming communications, responding on behalf of your director when appropriate, ensuring timely and accurate information flow. 

• Document Preparation: Prepare reports, presentations, and correspondence on behalf of your director. This includes researching and compiling data, creating visually appealing materials and maintaining a high level of accuracy and confidentiality. 

• Project Support: Assist in coordinating and managing various projects led by your director. This involves collaborating with cross-functional teams, monitoring project timelines, and providing regular updates to ensure successful completion. 

• Travel Arrangements: Arrange complex travel itineraries, including flights, accommodation and transport, ensuring your director’s travel plans align with business priorities. Arrange visas and other travel documents (including vaccines etc.).   

• Expense Management: Manage expense reporting, tracking and reimbursement process, maintaining accurate records and ensuring compliance with company policies. 

• Invoice management: creation of Purchase Requisitions, act as point of contact between suppliers and finance team to ensure invoices are paid on time.  

• Confidentiality and Discretion: Manage sensitive and confidential information with the utmost discretion, demonstrating a high level of professionalism and integrity in all interactions. 

• Office Organisation: Maintain an organised and efficient office environment, managing filing systems, supplies, and other administrative tasks to enhance overall productivity. 

• Ad-hoc Support: Provide additional support as needed, adapting to evolving priorities and challenges, and demonstrating flexibility in managing various tasks. 

• Work with directors and/or assistants across the company to ensure visitors feel welcome (meeting room bookings, taxi reservations, access cards etc…). 

• Organise team events: townhall meetings for the global team, local team reservations etc. 

• Time management: Ensure timesheets are completed on time and approve holiday requests 

• Help preparing onboarding for new team members and new Directors (includes booking introduction meetings in their first week). 

• Ensure key stakeholders in the team of aware of any IT updates.  

• Manage the signature of documents for your director. 

Your profile:

• Proven success as an Executive Assistant supporting C-Suite leaders in a global organisation.

• Successful candidates for this role typically possess excellent organisational and time-management skills. 

• Advanced proficiency in office software. 

• Exceptional communication ability. 

• A proactive approach to problem-solving.  

• The ability to work independently under pressure and maintain confidentiality.